IN REPLY 

REFER TO 

DEFENSE LOGISTICS AGENCY 

HEADQUARTERS 

8725JOHN J. KINGMAN ROAD 

FORT BELVOIR, VIRGINIA 22060-6221 

April 02, 2013 

MEMORANDUM FOR SUPPLY PROCESS REVIEW COMMITTEE (PRC) MEMBERS 

SUBJECT: Approved Defense Logistics Management System (DLMS) Change (ADC) 1049, 

New Supply Status Code for Backorders Awaiting Engineering Support Activity 

(ESA) Support and First Article Testing (FAT) (MILSTRIP/Supply/Logistics) 

The attached change to Defense Logistics Manual (DLM) 4000.25, Defense Logistics 

Management System (DLMS) and DLM 4000.25-1, Military Standard Requisitioning and Issue 

Procedures (MILSTRIP), is approved for staggered implementation beginning no sooner than June 

1, 2014. Supply PRC members are required to actively monitor for implementation of this ADC 

and provide implementation dates when they become available. The updated DLMS Supplement 

will be posted to the DLA Logistics Management Standards Office Web at 

www.dla.miVj-6/dlmso/elibrary/TransFormats/140 997.asp within 10 days from the above date. 

Addressees may direct questions to Ms. Ellen Ilile1i, DOD MILSTRIP Administrator, 

703-767-0676 or DSN 427-0676, e-mail: ellen.hile1i@dla.mil, or Ms. Heidi Daverede, DOD 

MILSTRIP Alternate, 703-767-5111; DSN 427-5111 , e-mail: heidi.daverede@dla.mil. Others 

may direct questions to their Service or Agency designated Supply PRC representative available 

at: www.dla.mil/j-6/dlmso/CertAccess/SvcPointsPOC/allpoc.asp. 

Attachment 

As stated 

cc: 

ODASD(SCI) 

~~~ Director 

DLA Logistics Management 

Standards Office 

Federal Recycling Program 0 Printed on Recycled Paper 

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Attachment to ADC 1049

New Supply Status Code for Backorders Awaiting 

Engineering Support Activity (ESA) Support and First Article Testing (FAT)

1. ORIGINATOR: Defense Logistics Agency (DLA) J-331, 703-767-7297 (DSN 427)

2. FUNCTIONAL AREA: Supply/ Logistics, Requisition Processing

3. REFERENCES: 

a. DLM 4000.25, Defense Logistics Management System (DLMS), Volume 2, DLMS

b. DLM 4000.25-1, Military Standard Requisitioning and Issue Procedures 

(MILSTRIP)

4. APPROVED CHANGE:

a. Brief Overview: This change establishes two new supply status codes. The first 

new status code will be used to inform requisitioners that their order has been placed in a 

backorder status while the Inventory Control Point (ICP)/Integrated Materiel Manager (IMM)

seeks further information from an ESA to obtain the materiel in question. A second status code 

will be used to notify the requisitioner of a delay while the requisitioned item is undergoing 

FAT. These new status codes are additive, providing clarifying information to the customer 

regarding processing delays. They will always be preceded, and later superseded, by routine 

MILSTRIP back-order, processing, or cancellation status. 

b. Background: 

(1) Currently, DLA and other IMMs/ICPs provide a basic backorder status code, 

such as BB (item is back ordered against a due-in to stock) or BZ (requisition is being processed 

for direct delivery procurement), to the customer when there is no known manufacturer for the 

part being requisitioned. While technically accurate, the customer does not know that the 

IMM/ICP has reached out to the ESA to find a source for this part (a process that can add a 

significant number of days to the duration of the backorder).

(2) The ESA is the military activity designated to provide the engineering support 

to DLA or GSA when engineering/technical assistance including the development of technical 

data and engineering criteria, engineering representation, guidance, and decisions are required

for procurement of a required item. 

(3) FAT and subsequent approval ensures that the contractor can furnish a product 

that conforms to all contract requirements for acceptance. Before requiring testing and approval, 

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the contracting officer considers the impact on cost or time of delivery; risk to the Government 

of foregoing such test; and the availability of other, less costly, methods of ensuring the desired 

quality. Testing and approval may be appropriate when: (1) the contractor has not previously 

furnished the product to the Government; (2) the contractor previously furnished the product to 

the Government, but there have been changes in processes or specifications; (3) production has 

been discontinued for an extended period of time; (4) the product acquired under a previous 

contract developed a problem during its life; (5) the product is described by a performance 

specification; or (6) it is essential to have an approved first article to serve as a manufacturing 

standard. 

c. Detailed Procedures: 

(1) Use of a Supply Status Based on Need for ESA Support: 

(a) Upon receipt of an order where the IMM/ICP has no stock and no 

long-term contract in place to support that item, the IMM/ICP will furnish BB (item is back 

ordered against a due-in to stock) or BZ (requisition is being processed for direct delivery 

procurement) status, as appropriate, while efforts are underway to fulfill the order, according to

current procedures. 

(b) When the IMM/ICP determines that it has no source for procuring the 

item in question, and after the IMM/ICP refers the item to an ESA for support on identifying a 

manufacturer/substitute item/etc., a new Status Code PW will be provided to inform status 

recipients of the most recent action. An ESA response due date will be provided to indicate how 

many days the IMM will wait for an ESA response to their inquiry. If this field is blank, the 

IMM will wait indefinitely.

(c) If an answer is received from the ESA, appropriate action will be taken 

by the IMM to include (but not limited to): (1) procuring the item from a newly identified 

source, (2) rejecting the order and recommending ordering a different part/next higher assembly, 

(3) rejecting the order as the part is being coded obsolete, or (4) rejecting the order as nonprocurable. 

(d) If an answer is not received from the ESA within the timeframe 

established by the IMM, a second supply status containing the new Status Code PW may be 

transmitted. The ESA response due date will be updated to reflect the extended time allowed for 

response. 

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(2) Use of a Supply Status Based on First Article Testing (FAT) 

Requirement:

(a) Upon receipt of an order where the IMM/ICP has awarded a contract 

to support requisitions for that item via Direct Vendor Delivery and the vendor must go through 

FAT before shipping to the customer. The customer will be informed initially that the order is 

undergoing procurement action (BZ Status) and, subsequently, new status code PF will be 

provided to indicate that FAT is underway and is the reason for a delay in shipment. 

(b) The customer may contact the IMM/ICP to obtain further information 

on the status of the FAT, including any projected completion date. 

(c) When the FAT is successful, status will be updated to BV (item 

procured and on contract for direct shipment to consignee). In the event that the vendor cannot 

pass FAT, the order will revert to BZ status while another source is located. 

(3) Revisions to DLM 4000.25 Manuals: 

(a) Revise MILSTRIP Appendix 2.16, Status Codes, to include new 

supply status codes and definitions as shown. 

“Code Explanation

PF Delayed shipment; item undergoing First Article Testing with the vendor. Failure to pass 

FAT will result in further delays.

PW Item is backordered. Request has been sent to an Engineering Support Activity for further 

support on this item. When available, the Engineering Support Activity Response Due 

Date is provided/extended (see rp 70-73 or DLMS DTM Segment, Qualifier 268).”

(b) Revise MILSTRIP Appendix 3.10, Supply Status, to allow 

identification of the Engineering Support Activity Response Due Date: 

“FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Estimated Shipping Date 70-73 When designated by the status code, enter the fourposition ordinal day by which it is estimated the 

materiel will be shipped.1, 2

 

1 When used by the MPC, this will be the date associated with the materiel arrival (NL Status) or delivery (NW or Navyunique BA Status).

2 When used with PW Status, this will be Engineering Support Activity Response Due Date indicating the date 

established by the IMM/ICP waiting for a response from the Engineering Support Activity. A revised date may be 

provided in a second transmission of Supply Status PW if additional time is required to coordinate with the ESA.

Refer to ADC 1049.”

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(c) Revise DLMS 870S Supply Status as shown. 

# Location DLMS 870S Revision Reason

1. DLMS Intro 

Notes

Add to DLMS introductory note 4:

- ADC 1049, New Supply Status Code for Backorders Awaiting 

Engineering Support Activity (ESA) Support 

Identifies 

change 

associated with 

the transaction.

2. 2/DTM01/240 Add new Qualifier 268 and associated DLMS note:

268 End Date of Support

DLMS Note:

1. Use to identify the Engineering Support Activity Response 

Due Date. 

2. Use in conjunction with Supply Status PW to indicate the date 

established by the IMM/ICP waiting for a response from the 

Engineering Support Activity. A revised date may be provided in 

a second transmission of Supply Status PW if additional time is 

required to coordinate with the ESA. 

3. Authorized DLMS enhancement; refer to ADC 1049.

Clarification of 

usage.

d. Alternative: Retain current procedures. 

5. REASON FOR CHANGE: Provides the customer with additional information regarding the 

status of their requisition. 

6. ADVANTAGES AND DISADVANTAGES:

a. Advantages: Requisitioner will have more accurate information regarding the status 

of their order. Process for cancellation of non-procurable items will be more transparent.

b. Disadvantages: Services may be unable to accept new status codes. 

7. ESTIMATED TIME LINE/IMPLEMENTATION TARGET: Staggered implementation 

is authorized no sooner than June 1, 2014. 

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8. IMPACT: 

a. Automated Information Systems (AIS): 

(1) All systems must recognize/process the new supply status codes. 

Staffing Note: Services/Agencies unable to interpret the new status codes may default to prior 

status. The new status codes are additive providing a clarification of status, but will always be 

preceded by an existing MILSTRIP status code. If the supply status transaction containing a new 

status fails in the recipient’s system, the prior status will remain applicable until superseded. The 

new code will always be superseded by an existing MILSTRIP status. This mitigates risk for 

delayed Service implementation of systemic recognition of the new values. Services may ask 

DLA Transaction Services to suppress new status codes if so desired. 

(2) GSA should review for implementation of codes applicable to the ESA. 

(3) Generation of the new status code for FAT is applicable for all Military 

Service sources of supply. 

b. DLMS Data Elements: The approved data updates described in this change must be 

incorporated in the DLMS Dictionary. 

(1) Two new supply status code values are established as indicated. 

(2) A new variant of the core data element for dates is established to identify the 

Engineering Support Activity Response Due Date. 

c. DLA Transaction Services: This change requires a Defense Automatic Addressing 

System (DAAS) mapping update for the ESA Response Due Date. Web Virtual Logistics 

Information Processing System (WebVLIPS) must be updated to reflect new status code 

definitions and provide visibly of dates. Upon Service request, DLA Transaction Services may 

suppress transmission of new status codes.

d. Non-DLA Logistics Management Standards Publications: Internal 

Service/Agency guidance may need to be updated. DLA will need to update the Customer 

Assistance Handbook. 

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Enclosure, Comment Resolution

PDC 1049 Comments

Submitter Response Resolution

1. DLA Concur.

In response to query by customer support personnel, DLA 

advised that DLA might be able to pursue accelerated 

application of the new ESA and FAT status codes using 

manual intervention (potentially late 2013/early 2014 

rather than waiting for full automation in 2015), based 

upon the Service’s ability to accept the new values. The 

Services were asked to assess their ability to accept

incoming status for near term implementation.

Subsequent to discussion, DLA concurred with withdraw 

of proposed Status Code PX (see row comment row 3).

Noted.

Service Response to 

Accelerated Implementation:

Marine Corps: Marine Corps 

requests implementation NOT 

be accelerated because of 

current fiscal constraints that 

prevent us from making the 

change in GCSS-MC. 

Air Force: Will not be able to 

implement until Q4 2015. 

MILSTRIP Administrator:

Although DLA may 

implement prior to the 

Services, the new codes are 

always preceded by an 

existing status code, and later 

followed by an existing status 

code. Therefore, if the

Service misses a new code in 

the middle because it cannot 

accept the new value, the 

Service will have exactly 

what information is available 

now. 

The bottom line is that the 

change will be approved for 

staggered implementation but 

failure to recognize the new 

values will create an 

operational deficiency. 

2. Army Army concurs with the following comments from FMS: 

These new status codes would definitely allow us to better 

diagnose the reasons for lengthy backorders, but would 

cause SAMIS, CISIL, and MISIL to require modification. 

Noted.

DLA Transaction Services 

may be asked to suppress 

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PDC 1049 Comments

Submitter Response Resolution

LMP, which is used by the LCMCs, would also need to be 

modified. Not sure if the changes would be cost effective, 

but if the domestic services do decide to go ahead with the 

new codes, software updates are required on the FMS, if 

only to convert the new incoming codes to BB or BZ.

status pending 

implementation.

3. Navy Concur.

Comments/questions: 

1. As originally proposed the new status stating “Final 

notice has been sent to Engineering Support Activity for 

response. If no response is received, the order will be 

rejected as non-procurable.” could be perceived as 

rewarding bad behavior by the ESAs. There is an 

impression that this new process will let the ESA "off the 

hook" because after a certain time of non-response by the 

ESA the IMM sends the CK status. 

2. It appears that the admirable goal of this PDC is to 

allow the requisitioner insight into the process between the 

IMM and ESA. Is that all that is changing? The folks in 

the field will now just have more visibility of the 

interaction between the ESA and IMM? 

3. There was also concern that this PDC would cause 

significant amount of work to implement in some of our IT 

systems. The Navy would need a considerable amount of 

time to implement this change. We will need to work with 

the other services in determining the appropriate 

implementation date. 

Noted.

1. Concur. Recommend 

withdrawal of Status Code PX 

applicable to a non-responsive 

ESA. The IMM will be able 

to extend the response time 

with a second transmission of 

Supply Status PW. It is the 

responsibility of the IMM to 

coordinate with the ESA, and 

the responsibility of the ESA 

to respond. Deviation from 

these responsibilities will not 

be integrated into DoD 

procedures. 

2. Yes, the goal of the DLMS 

change is to provide visibility 

of the reason for delays in 

order fulfillment.

3. Noted. Staggered

implementation is authorized.

4. Air Force Concur.

1. RE: PF Delayed shipment; item undergoing First 

Article Testing with the vendor... 

Add to BD Requisition is delayed: (5) Failure to pass First 

Article Testing will result in further delays. Contact the 

IMM for further information on estimated completion 

dates, etc.

2. PW Item is backordered with no known source. 

Add to BP: (2) First Article Testing with the vendor, 

request has been sent to an Engineering Support Activity 

Noted. 

1. Agree that the Air Force 

suggestion would reduce 

programming impact, but 

Status Code BD is less 

informative and so does not 

meet the goal for this process 

enhancement.

2. Nonconur. Status Code 

BP is not a suitable use for the 

new business process. Its

current definition is not 

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PDC 1049 Comments

Submitter Response Resolution

for further support on this item. When applicable, the 

Engineering Support Activity Response Due Date is 

provided. See rp 70-73 or DLMS DTM Segment Qualifier 

268. 

3. Delete“ Item is backordered with no known source.” 

Rational: Need a required source to be official 

backordered. 

4. PX: 

Edit and add to CA: First Article Testing with the vendor, 

final notice has been sent to Engineering Support Activity 

for response. No response received, the order will be 

rejected as nonprocurable. The revised Engineering 

Support Activity Response Due Date is provided (see rp 

70-73 or DLMS DTM Segment Qualifier 268). 

Rational: This read as a follow-up action and cancellation 

request. Reply should be “CA” since it already exists. 

Delete last line status will be provided with a different 

status code. 

5. If approved this change will have an impact to 

ILS-S. ILS-S will have to make changes to recognize the 

three new codes. 

6. Suggestion/Comment: Why not use existing codes that 

may suffice such as "BD" and then "CA" to cancel, 

depending on how often the new codes will be used? 

7. Request more information on why new codes are 

required rather than using existing codes.

applicable to FAT.

3. Concur. Updated to 

remove “with no known 

source” only. 

4. Nonconcur. Status Code 

CA requires narrative text for 

processing and is not an 

equivalent for this automated 

process.

5. Noted. 

6. The new codes will be 

used in conjunction with 

existing to codes to provide 

more information to 

customers.

7. The new codes will clarify 

for customers the reason for 

extended delays in order 

fulfillment. 

5. Marine 

Corps

Concur Noted.

6. USTRANS

COM

Approve. Noted.

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